Facilities Management Best Practices That Will Help You This Year

We’ve been getting a lot of positive feedback from our 2018 Facilities Management Survival Guide.  Our prior post provided a brief overview of this comprehensive ebook that covers everything from industry stats to AI & Machine Learning trends to industry events.

Over the next weeks, we’ll share some of the most interesting content with you.  For example, this week, we have some insights from the ServiceChannel team on best practices that we’ve seen across a number of high performing facilities management programs.

While everyone may not be applicable, there’s likely to be a number of actions that are worth pursuing by your organization.

Download Free Ebook: 2018 Facilities Management Survival Guide

FM Best Practices to Put Into Place Now

What is the single action/practice that FMs should take / put into place now to boost their company’s and/or department’s performance in 2018?

Predictive Analytics & IoT

With predictive analytics, FMs will have the ability to know when something is going to break before it even happens. With IoT, it may not even require human interaction for something to be done about an issue beyond a provider arriving to resolve it.

– Brett Harrington, Sales Engineer


Ensure there is a standard process, train all relevant parties on that process, then operate day-to-day with the expectation that the process will be followed. Doing so allows people to focus on what needs to be done, as opposed to carrying the mental load of figuring out how to do it. Implementing this structure will enable you to systematically identify trends, address outliers and confirm best practices.

– Erica Young, Implementation Project Manager

Facilities management best practicesData-informed Decisions

Devil is in the details – Many FMs like to stay really high level and make sweeping comments about their own program without actually knowing. Know your business and how it actually functions. Use reports and data to make true decisions and formulate opinions. Put pressure on contractors to perform at a higher standard. Hold them more accountable to technology.

– Mike Rivisto, VP Customer Success

C-Suite Focused Analytics

The use of analytics tools to continually validate (to the C-suite) the performance/value of the FM department to the overall brand. Not a performance booster but an image booster for the department.

– Dave Perry, Director, Sales

Tech Investment

Invest in technology to make things (1) easier, (2) more intelligent, (3) more automated and (4) more transparent. Otherwise you are a dinosaur.

– Tom Buiocchi, CEO


Taking the time to understand their data through analytics. Knowing where and how they spend their money can help identify where they can save money.

– Emily Kansa, Customer Success Manager


Getting mobile in the hands of all the end users and technicians.

– Doug Ingraham, VP Product Management

Tie Assets to Operations

Have technology platforms which can tie assets (inventory, performance, warranty) to operating conditions.

– Hugues Meyrath, Chief Product Officer

Negotiate Provider Rates

Send out RFPs and negotiate all repair and PM rates. There is lots of competition for their business so they should not tolerate vendors who overcharge and underperform.

– Susan Thomas, Premium Support Consultant

Data, Data, Data

Benchmark data will further drive decisions that are consistent, timely and industry best practice, i.e., for repair vs replace, service provider partnerships, NTE, proposals, invoices (labor hours and material), and operational.

– Igall Buzilo, Director Strategic Solutions

Inventory Assets

To make informed decisions about their assets, FMs first need to know what assets are in use at each location (whether they are tagging assets or not). Once known, then they can begin to track repair and maintenance costs, perform preventive maintenance and make repair versus replace decisions about each asset.

– Leum Fahey, Project Manager

Embrace Data, Analytics, and Artificial Intelligence

The facilities environment is changing rapidly; professionals must make the transition to use new tools to help make their companies more nimble to manage the generational changes of how people shop. It’s a new frontier and the ability to adapt will separate those that succeed from those clinging to old practices that are losing relevance.

– Paul Lehman, Solutions Manager

Vendor Check-in/out Enforcement

It’s important to track when contractors come and on-site and leave.  When this is not done consistently and accurately, it slows down the invoice approval and payment process.

– Pasquale Magneri, Solutions Specialist

Budget Controls

While not all FMs track spend against budget, those that do are consistently surprised by what they learn!

– Carl Bubeck, Implementation Project Manager

Clean Data

It’s critical that the data that’s in your system is clean. New tools that rely on analysis, machine learning, etc., are going to pay increasingly large dividends, but they need accurate and complete data to work effectively.

– Bruce Monroe, Senior Customer Success Manager

Establish Data-Driven Decision Making Culture

This is the only way to truly get to the root cause of any issue, establish a plan going forward and then measure results of actions taken.

– Sid Shetty, VP – Marketplace Strategy & Experience

Useful Facilities Management Information

The Survival Guide’s been designed to help you stay current on all that happening across the facilities management landscape.  There’s a wealth of useful information like:

  • Innovations & Trends Impacting the Facilities Management Sector
  • Industry LinkedIn Groups to Join
  • Industry Twitter Accounts to Follow
  • 2018’s Top FM and Related Industry Events
  • Facilities Management Best Practices
  • FM-related Blogs, Podcasts and Books

We invite you to check out the Facilities Management Survival Guide as you’re likely to find a number of informative resources to power your own facilities management program.

Free Ebook: 2018 Facilities Management Survival Guide